Case 3- The Passport Case
- mohan.m (Unlicensed)
In this example, the steps required to execute V29 Self-Test Case 3 are shown.
This case follows a worst-case scenario for an employee presenting a US passport. This scenario includes two separate referrals to DHS.
For the standalone solution, E-Verify components are centralized in Smart Solutions/E-Verify. The E-Verify tab is accessed by navigation from the PeopleSoft Home Page as shown in the figure below.
Navigation to E-Verify
Form I-9 and E-Verify
The Employment Eligibility Verification Form I-9 is a U.S. Citizenship and Immigration Services (USCIS) form. It is used by an employer to verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.
In E-Verify, accuracy and completion of Form I-9 by an employee is mandatory. The employer must ensure that the information is completed accurately and must retain the information.
Navigate to the standalone I-9 creation component by clicking Smart E-Verify Configurator, and then clicking Create Smart I-9.
Avigation to Create Smart I-9
The following page, showing the I-9 form, is displayed.
I-9 Section 1 Information Not Yet Completed
Section 1 - Basic Employee Information
The employer should make sure that 'Section 1' of Form I-9 is completed in its entirety with all required details. Fields with an "*" are mandatory to be completed. Fields that do not have an asterisk may be completed, or may be left empty. If the information for these fields is known, it should be entered. Note that clicking or hovering over a "?" will provide additional information about the field. Also note that clicking the "See Instructions" link will display a page from the USCIS with a description of how the form should be completed.
Item | Description/Instruction |
Last Name | Fill in the employee's Last Name. |
First Name | Fill in the employee's First Name. |
Middle Initial | Fill in the employee's Middle Initial, if applicable. |
Other Names Used | Fill in the employee's Other Names Used, if applicable. |
Address | Fill in the employee's Address. |
Apt Number | Fill in the employee's Apartment Number, if applicable. |
City or Town | Fill in the employee's City or Town. |
State | Select the employee's State from the drop-down list. |
Zip Code | Fill in the employee's Zip Code. |
Date of Birth | Fill in the employee's Date of Birth. |
U.S. Social Security Number | Fill in the employee's Social Security Number. |
E-mail Address | Fill in the employee's E-mail Address. |
Telephone Number | Fill in the employee's Telephone Number, if applicable. |
Attest checkbox | Check the box that applies for the employee. |
Alien Registration Number/USCIS Number | Fill in the employee's Alien Registration Number/USCIS Number. This is only available for entry, and is required, if the user checks the "Lawful Permanent Resident…" radio button. |
Receipt | Fill in the employee's Receipt number. This is only available for entry, and is required, if the user checks the "Lawful Permanent Resident…" radio button. |
Expiration Date | Fill in the expiration date through which the employee is authorize to work. This is only available for entry, and is required, if the user checks the "Lawful Permanent Resident…" radio button. |
Alien Registration Number/USCIS Number | Fill in the employee's Alien Registration Number/USCIS Number. This is only available for entry, and is required, if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Receipt | Fill in the employee's Receipt number. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Form I-94 Admission Number | Fill in the employee's Form I-94 Admission Number. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Foreign Passport Number | Fill in the employee's Foreign Passport Number. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Country of Issuance | Fill in the employee's Country of Issuance. This is only available for entry if the user checks the "An alien authorized to work…" radio button. Note that in this case either the Alien Registration Number and Receipt or the Form I-94 information is required (not both). |
Section 1 Basic Information Completed
Authorization/Electronic Signature
This is the employee's attestation for Employment Authorization
After completing the fields in Section 1 of the form, click CONTINUE>>>> to attest that the information is correct, and electronically sign the form. The following page is displayed.
Employee Electronic Signature
Click I Agree. Then Click Sign and Continue to electronically sign the form.
Employee Signature Displayed
Attach Documents
Documents can be attached by the employee or employer while completing Section 1 information, or they can be attached by the employer later, when completing Section 2 information. In this example, the employee attaches the documents (a copy of his Driver's License and his Social Security card) at this point in the process.
Attach Icon
Click the Attach icon at the top left of the page.
Add Attachment – Step 1
Click Add.
Add Attachment – Step 2
Click Choose File.
Add Attachment – Step 3
Navigate to the file that you would like to attach, click the file name, then click Open.
Add Attachment – Step 4
Click Upload.
Add Attachment – Step 5
Click Categorize.
Add Attachment – Step 6
In this example, only one document is required.
Save the Attachment
Click OK to save the attachment and go back to the I-9 Form.
Acknowledge and Assign the I-9 ID number
Electronic Acknowledgement
To electronically acknowledge and submit the completed Section 1 of Form I-9 for E-Verification, click the Electronic Acknowledgement button.
The I-9 ID number is generated. This number is unique, to distinguish E-Verify cases from each other.
I-9 ID is Generated and Displayed
Completing Section 2
Employers must complete Section 2 of Form I-9 in its entirety within three days of the employee's date of hire (the hire date represents the first day of work). To complete Section 2, first examine the documents presented by the employee that establish his or her identity and employment authorization.
Navigate to the I-9 E-Verify Console
To review the data that was entered by (or for) an employee on Form I-9, the employer needs to navigate to the I-9 E-Verify Console and ensure the accuracy of the data and the attached supportive documents.
Navigate to the standalone I-9 E-Verify Console component by clicking Smart E-Verify Configurator, and then clicking I-9 E-Verify Console.
I-9 E-Verify Console
In this example, the I-9 ID is used for the search.
Search by I-9 ID
Fill in the I-9-ID, then click Search.
Search and Select I-9 ID
Click the I-9 ID hyperlink (in the summary area).
Check I-9 Information – Switch View
The I-9 form is displayed.
I-9 Section 1 Information Has Been Completed
The Section 1 information has been completed. The employer will now specify which required documents the employee has presented and that he has reviewed.
The user can click on Switch View to display the form in different ways and proceed to different points in the Section 2 entry process. Different views that can be selected are:
- Employee View – Only Section 1 information is displayed and it cannot be edited.
- Edit Section 1 – Only Section 1 information is displayed and it can be edited.
- Awaiting Section 2 –The Section 1 information is display only. Section 2 information can be entered by clicking Click Here.
- Section 2 Document Selection – The user is taken to a page where he can specify if the employee presented List A or List B and C documents.
- Doc Selection Expert View – The user is taken to a page where he can specify if the employee presented List A or List B and C documents, and which specific documents were presented.
In this example, we continue with the I-9 Awaiting Section2 view.
Add Supporting Documents
Scroll to the bottom of the page, then click Click Here to select the Supporting documents.
Supporting Documents Submitted by Employee
Supporting Documents submitted by the employee are used to determine (or support) two factors - employee identity and employee employment eligibility.
Some documentation establishes both identity and employment eligibility (List A). Other documentation establishes identity only (List B) or employment eligibility only (List C). Employers may accept one document from List A, or a combination of one document from List B and one document from List C.
Any 'List B' document presented to employers participating in E-Verify MUST contain a photo.
Document Types
For the current example, select List A from the drop-down list.
List A Document Details
Enter the List A Document Number, the List A Document Expiration Date, and the Issuing Authority.
Attestation and Hire Date
The employer must attest and certify the truthfulness and validity of the data in the documents provided by the employee, to authorize employment in the U.S.
Enter the employee's Hire Date. Hire Date is important and is required, as the employer should refer the employee's case to SSA and DHS for verification within three working days of the employee's 'Hire Date'. 'Hire Date' is the employee's first day of employment.
Click Save.
A message indicating that the I-9 information was saved successfully is displayed.
OK
Click OK.
At any point in the process, you may choose to print a copy of the I-9 form with the information that has been entered up to that point.
Signed Form Icon
Click the Signed Form icon. A new tab opens with a PDF file containing form I-9.
Return
Click Return.
Access Employer Signature Page
Scroll down the page, then click Continue. A popup window displays.
Employer Signature
Click I Agree, then click Sign and Continue.
Save
Click Save.
Initiate E-Verify
Once all the data and documents of the employee have been reviewed, validated and attested by the employer, the E-Verify process can be initiated. The employee case is submitted by the employer for verification to the SSA and/or DHS system.
Initiate E-Verify
Click Initiate E-Verify to initiate the I-9 verification process.
Initial Case Results
In this example, the E-Verify system returns a code 30, indicating that the document information is not valid.
DHS Reverify
Reverify with No Changes
Reverify with No Changes
Click Reverify (without making any changes), to resubmit to the DHS system.
Passport Number Does Not Match
In this example, the employee's Passport number did not match the DHS records after reverification. This resulted in a DHS Tentative Nonconfirmation Notice (TNC).
Employee TNC Email
When the SSA or DHS creates a TNC, the E-Verify process sends an email to the employee advising them that this has been completed, and their options for moving their verification process forward. Below is an example of the email that was sent.
Employee TNC Email
Print the Further Action Notice
The next step in the process is to print the DHS Further Action Notice (FAN), so it can be available when discussing the employee's options.
Print Further Action Notice
Click Print Notice.
Further Action Notice
Discuss the TNC with the Employee and Confirm Employee Notification
The next step in the process is to discuss the TNC with the employee and make sure he understands his options.
Confirm Employee Notification
After discussing the TNC with the employee, click Confirm Employee Notification.
Click Next.
Contest TNC
Contest TNC
In this example, the employee chose to contest the TNC.
Click Next.
Refer Employee Case
The case is referred to DHS.
Refer Case
Click Refer Case.
Employee Referral Email
In this example, the employee was referred to DHS. An email is sent to the employee advising him of what he must do. An example of this email is shown below.
Employee DHS Referral Email
Print Referral Notice
The employer should print the referral notice.
Print Referral Notice
Click Print Notice.
Below is an example of the Referral Notice.
Referral Notice
Advance Case Using the WSM GUI
In this example, the next step is to advance the case using the WSM GUI. How to access and sign into the WSM GUI is not included in this document.
Manage Web Services
Click Manage Web Services.
View Cases
Click View Cases.
Select Case Number
Click the Case Number for the current example.
Advance Case - DHS
Click Advance Case – DHS.
Data Verified
Click Data Verified, then click Continue.
Yes
Click Yes.
Passport Number
Enter the Passport Number, changing the last 2 digits to "49". Click Continue.
Confirm Case Response
Click Continue.
Photo Matching Required
Report that Photo Does Not Match
After the Case Polling process has been run (see Chapters 4.2 and 4.3), return to the I-9 ID in the E-Verify Console.
Retrieve Photo
Click Retrieve Photo.
Case Number
Click the Case Number to see the case details.
Case Details
Note that the code that was returned was P.
Click Return.
Photo Matching Required
Click No to state that the photo does not match, then click Next.
DHS TNC
Click the Case Number to see the case details.
Case Details
Click Return.
Second TNC
Print Further Action Notice and Confirm Employee Notification
Click Print Notice.
Click I have notified the employee of this TNC.
Click Next.
Contest TNC
Click Next.
Refer Case
Click Refer Case.
Referred to DHS
Advance Case Using the WSM GUI
In this example, the next step is to advance the case using the WSM GUI. How to access and sign into the WSM GUI is not included in this document.
Manage Web Services
Click Manage Web Services.
View Cases
Click View Cases.
Select Case Number
Click the Case Number for the current example.
Advance Case - DHS
Click Advance Case - DHS.
Data Verified
Click Data Verified.
Click Continue.
Passport is Correct
Click Yes.
Passport Number
Fill in the correct Passport Number.
Confirm Case Response
Click Continue.
Employment Authorized
Employment Authorized
After the Case Polling process has been run (see Chapters 4.2 and 4.3), return to the I-9 ID in the E-Verify Console.
Close Case
Close Case
Click Close Case.
Employee's Employment Status
In this example, the employee voluntarily quit.
No Longer Employed
Click No, then click Next.
Case Close Reason
Choose the appropriate reason, then click Submit Case Close Reason.
Case Closed
This indicates that the employee case which has been in the E-Verify process is closed. The case number is displayed for the reference of the employer.
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